Turn your own invoice (PDF or Word) into an e-invoice

Keep your invoice exactly as it is and turn it into a valid e-invoice: upload a PDF or Word file, check the details, download the ZUGFeRD PDF. Officially validated.

What would you like to do?

1. Your invoice as a PDF or Word file

Drag your invoice here as a PDF or Word file (.docx), just as you send it to your customers today.

2. The same details as invoice data

We fill in what we can read in your invoice. Check everything and add what's missing. This becomes the e-invoice that goes invisibly into the PDF.

Your details

Company or name *Street and number

PostcodeCity

VAT IDOr your tax number, either one is fine.Tax numberEmailPhoneIBAN for paymentWith an IBAN, your invoice automatically gets a GiroCode: your customer scans it and pays with their banking app.BIC (optional)

Small business (German § 19 UStG)No VAT, with the required note on the invoice.Remember my details on this deviceOnly in your browser, never on our servers. Without the tick, everything is gone as soon as you close the window or the app.

Customer

Company or name *Street and number

PostcodeCity

Email for invoicesNeeded for XRechnung: the customer's electronic address.Leitweg-ID or buyer referenceRequired for public authorities. For companies, for example their order number.Customer's VAT IDOnly needed for reverse charge.Country

Invoice

Invoice number *Invoice date *Date of supplyPayable byAlready paid (deposit) €Deducted from the total. Only the rest is then due.Note on the invoice

Lines

DescriptionQuantityUnitNet price €VAT

Attachment to the invoice (optional)

For example the delivery note or the goods receipt record from the live barcode scanner. One file up to 700 KB: PDF, PNG, JPG, CSV or Excel. It is then contained in the e-invoice itself.

Attach file

Net€0.00

VAT€0.00

Total€0.00

Required fields are marked with *. For XRechnung you also need your address, email and phone, the customer's email and buyer reference, plus the IBAN. If anything is missing, we'll tell you exactly what.

Encrypted in transit · processed in Germany · deleted right after

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How it works

1 Drag your invoice (PDF or Word) into the box or choose the file, also straight from Google Drive or Dropbox.
2 Upload your invoice as a PDF or Word file. We fill in the form with what we can read in it; you check it, add what's missing and confirm with a tick. You get your PDF back as a ZUGFeRD e-invoice.
3 Start processing. Your file is transferred encrypted and processed in Germany.
4 Download the result. Done, no sign-up and no watermark from us.

How the tool works

What it does

Keep your invoice the way your software makes it and turn it into a valid e-invoice. Your PDF stays the visible document; the invoice data from the form goes inside, invisibly, as a ZUGFeRD file.

How it's built

Your details become an invoice under EN 16931 (ZUGFeRD profile EN 16931), checked with the official KoSIT validator before you get it. Your PDF becomes a PDF/A-3 with the invoice inside as factur-x.xml. A Word file (.docx) is first turned into a PDF in your layout. We read the text of your PDF and check whether the invoice number and total from the form appear in it. Your file is sent encrypted, processed in Germany and deleted right afterwards.

Good to know: The PDF and the embedded data must match. With an e-invoice, the embedded data usually counts. If number or amount differ, we tell you. We don't accept a PDF that already contains an e-invoice.

Frequently asked questions

What happens to my input?

Your input is transferred encrypted and processed in Germany only for this one conversion. It is deleted right after the result is delivered; the content is neither stored nor analyzed. For very sensitive documents, we recommend our tools where the file stays on your device, such as “Redact patient data”.

Are there limits on file size or page count?

Yes, so the tool stays free for everyone: up to 20 MB per file and up to 200 pages. On top of that there is a generous daily allowance. Once it is used up, you can continue the next day.

Is the tool free?

Yes. All tools on Gatefrog are free to use, with no sign-up, no installation and no watermark from us.

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